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NYG 7040 21 April 2001
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21 April 2001 NYGD 7040
PREFACE
OFFICIAL:
Digitally signed by JOHN F. BAHRENBURG
cn=JOHN F. BAHRENBURG, ou=Commander NYG,
o=Major General, c=US
Date: 2001.04.21 12:11:54 -05'00'
Reason: I am approving this document
Headquarters NYG, Latham
JOHN F. BAHRENBURG
Major General, New York Guard
Commander
1. Purpose. This publication sets forth format and procedures to govern Budget Procedures. It
provides guidance for use by the NYG major commands (MACOM(s), i.e., NYG Army Div.,
NYG Air Div., NYG CMAB), in preparing their budget proposals.
2. Application.
b. This publication is directive in nature. These formats, and procedures will be followed,
except when, in the judgment of the commander, exceptional circumstances dictate otherwise.
3. Scope. This publication describes the processes used to create, review, submit and manage a
budget for NYG activities by all organizations comprising the New York Guard.
4. Basis. Military Law, section 16 contains the laws for auditing of military accounts.
Therefore, this directive defines a procedure to create, review, and manage the approval of a
budget to define the financial operations of the NYG. This is the initial directive defining budget
processes for NYG organizations according to the identified section of Military Law.
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NYG 7040 21 April 2001
TABLE OF CONTENTS
CHAPTER PAGE
I POLICY…………………………………………………………………….………….. I-1
II RESPONSIBILITIES…………………………………..……………………….……… II-1
1. Commander New York Guard..………………………………………..………….. II-1
2. Comptroller, Joint Staff NYG…………………………………………………….. II-1
3. Commanders of New York Guard MACOMs .………………………………….... II-1
4. Unit Budget Officers………………………... .………………………………….... II-1
APPENDIX
A. Budget Request..……………………................................................…………………. A-1
B. Justification of Budget Item..………................................................…………………. B-1
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21 April 2001 NYGD 7040
CHAPTER I
POLICY
It is NYG policy to effectively plan for and manage budgetary activities associated with the
operation of all units comprising the NYG. A budget process will ensure effective
implementation of the mission of the NYG as a component of DMNA and enable the major
commands of the NYG to perform their unique unit responsibilities in support of the overall
NYG mission.
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CHAPTER II
RESPONSIBILITIES
1. The Commander NYG, or his designee, shall be responsible for overall policy and program
review for budget management for all MACOM(s) comprising the NYG.
3. Commanders of New York Guard MACOMs, (i.e., NYG Army Div., NYG Air Div., NYG
CMAB), shall:
a. Ensure that their subordinate units implement the directive regarding budget
management.
c. Notify and provide copies of follow-on regulations or instructions to New York Guard
Headquarters for review and approval.
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CHAPTER III
PROCEDURES
1. Support the Mission. This directive establishs the procedures to create, review, and manage
a budget for the NYG. The lowest subordinate command in the NYG that would create, review
and manage a budget would be a Brigade or Air Group command.
a. The budget procedure is a hierarchical process, starting with mission requirements from
or approved by DMNA to the NYG.
b. Overall NYG mission requirements are defined by NYGD 5100, Mission and Essential
Tasks.
c. MACOM commanders may provide refined mission requirements down thru the
subordinate chain of command for implementation at the lowest unit levels.
d. Using these missions requirements, subordinate commands will create a unit budget, and
submit their requirements to their MACOM for review and approval to ensure that all units have
met the stipulated overall budget objectives.
e. The budget review procedure is an iterative process performed until all units have
approved budgets that meet overall NYG objectives.
a. Budget Officer Actions. The Budget Officer will be the individual responsible, at the unit
level, for creating a yearly budget input for the unit. The Budget Officer shall consider the
following in the development of NYG Form 7040.1 (Appendix A);
(1) Justify, utilizing NYG Form 7040.2 (Appendix B) for all non-expendible equipment
items, or otherwise explain entries on the budget as part of the review process.
(3) Ensure all entries are in dollar format. For example, meal requests would be
individuals times day times standard meal rate for a cumulative dollar figure.
(4) The Budget Officer will review the proposed budget with the unit commander and
ensure approval by the unit commander.
b. Commander's Actions. The unit commander will submit the budget to the MACOM for
review and approval by that command. . Submission must be NLT 1 August for the next budget
year (e.g.; 1 Aug 01 for State FY 1 Apr 02 - 31 Mar 03).
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NYG 7040 21 April 2001
a. Budget Officer Actions. The Budget Officer will be the individual responsible, at the
MACOM level, for creating a yearly budget input for the MACOM. The Budget Officer shall
consider the following in the development of NYG Form 7040.1 (Appendix A);
(1) Ensure that a NYG Form 7040.2 (Appendix B) for all non-expendible equipment
items has been provided by the subordinate commands. Justify, utilizing NYG Form 7040.2
(Appendix B) for all non-expendible equipment items added at the MACOM level.
(2) Consolidate all approved subordinate commands' requests into a unified MACOM
request. Include all approved NYG Form 7040.2s with submission.
(3) Ensure all entries are in dollar format. For example, meal requests would be
individuals times day times standard meal rate for a cumulative dollar figure.
(4) The Budget Officer will add any command wide items or intiatives that are not
included by the subordinate commands. One example may be Annual Training costs
compliled at MACOM level rather than by each subordinate command.
(4) The Budget Officer will review the proposed consolidated MACOM budget with
the MACOM commander and ensure approval by the MACOM commander.
b. Commander's Actions. The MACOM commander will submit the budget to the HQ
NYG for review, approval, and inclusion into the overall NYG Budget submission. Submission
must be NLT 1 September for the next budget year (e.g.; 1 Sep 01 for State FY 1 Apr 02 - 31
Mar 03).
a. Comptroller Actions.
(1) Ensure that a NYG Form 7040.2 (Appendix B) for all non-expendible equipment
items has been provided by the MACOMs. Justify, utilizing NYG Form 7040.2 (Appendix
B) for all non-expendible equipment items added at the HQ level.
(2) Consolidate all approved MACOMs' requests into a unified NYG Budget request.
The Comptroller is also responsible to include any Headquarters items through coordination
with the Joint Staff and Commander NYG.
(3) The Comptroller will add any command wide items or intiatives that are not
included by the MACOMs.
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21 April 2001 NYGD 7040
(4) The Comptroller will review the proposed consolidated NYG budget with the NYG
commander and ensure approval by the NYG commander.
b. Commander's Actions.
(1) The Commander NYG will review the proposed NYG budget with The Adjutant
General for any comments or concerns.
(2) The Commander NYG will provide the budget request to appropriate DMNA and
state offices in conjunction with any State Division of Budget call actions.
b. Actions.
(1) Upon reciept of funding for the NYG, the Comptroller will identify the members
and convene a meeting(s) to review the funding provided versus the requested budget.
(2) The PBAC will ensure that items are allocated funds based on priorities. Priority is
given to support items and services before acqusition of non-expendable items. An example of
priorities are as follows;
(3) The Comptroller will present the funding priorities to the Commander NYG for
approval. When approved, only the funded items will be supported. If new requirements surface
during the Fiscal Year, another PBAC will be called to recommend actions.
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APPENDIX A
NYG 200__ - 200__ BUDGET _________________________(MACOM)
(PRESCRIBING DIRECTIVE IS NYGD 7040, PROPONENT OFFICE IS NYSG-CO)
50000 - Nonpersonal Service
53000 Supplies and Materials
Obj Code Description Unit Price Quan. Total
53100 Food/Beverage (Store Purchase)
53200 Fuel for Buildings (#2 Fuel Oil)
53600 Fuel for Vehicles
53610 Motor Equipment Supplies and Oil
53630 Facility/Residential (Cleaning Supplies/TP/etc)
53640 Medical Dental Supplies, Specify:
53650 Clothing and Footwear
53651 Uniform, Enlisted, Battle Dress, per NYGD 1338.2
53652 Uniform, Enlisted, Class A/B, per NYGD 1338.2
53660 Office Supplies
53670 IT Supplies
53680 Drugs - Prescription and other
53700 Supplies for Maintenance and Repair
53800 Printing Supplies - Copier Paper
53900 Other Supplies
53901 Flags, United States or NY State, with pole and base
53902 Flags, General Officer, with pole and base
53903 Flags, Regimental, Brigade, Division with pole
53904 Awards, Decorations, Distinctive Unit Insignia
53905 Ammunition for Familiarization and TAG Team Qualifications
5390_
Supplies and Materials Sub-Total
54000 Travel
Obj Code Description Unit Price Quan. Total
54110 Air Fare
54120 Train Fare
54320 Per-Diem - Unreceipted
54330 Meals (IAW NYGD 1338.1)
54331 Inactive Duty Drills
54332 Annual Training
54333 Meetings and Conferences (W/E: L, D, B, L))
54334 Meals-Ready-to-Eat (MRE) stock for deployments
54340 Lodging
54341 Inactive Duty Drills
54342 Annual Training, Officer's Quarters only (per Officer, per day)
54343 Meetings and Conferences (per night)
54750 Rental Cars
54800 Personal Car Mileage (rate per mile)
54900 Travel Other
Travel Sub-Total
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APPENDIX B
JUSTIFICATION OF BUDGET ITEM
(PRESCRIBING DIRECTIVE IS NYGD 7040, PROPONENT IS NYSG-CO)
MACOM Name:
Unit Name:
Budget Year:
Item Description:
Suggested Provider:
Estimated Cost:
Disposition of Request:
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